A practical guide for ITAM and sourcing teams on preparing for SAP Digital Access audits, validating usage data, negotiating effectively, and mitigating compliance risk.
Digital Access is SAP's licensing model for indirect usage — when third-party systems or external users interact with SAP without a direct login. Instead of licensing every external user, SAP counts the business documents (orders, invoices) created through those interactions.
If you haven't switched to Digital Access licensing, third-party activity is probably still subject to old named-user rules — meaning it could be considered unlicensed usage. Identify these scenarios in your SAP landscape to avoid surprises.
SAP license audits focused on indirect usage have resulted in substantial penalties. In one high-profile case, a company faced over £50 million in fees for unauthorized third-party access.
SAP's contracts didn't always clearly define indirect use, so many integrations went undetected until an audit uncovered them. SAP auditors can back-charge for years of unlicensed use (plus maintenance fees), turning a small oversight into a multi-million-dollar bill.
Every interface or data feed into SAP is a potential liability if not properly licensed. ITAM teams must treat these integrations as high-risk and ensure contracts clearly define allowed usage.
Before an SAP auditor comes knocking, take proactive steps:
Map integrations: List all systems and interfaces that connect to SAP, including their functions — especially those that create or update SAP records.
Run internal checks: Use SAP's license measurement tools (USMM/LAW) and Digital Access estimation reports to gauge indirect usage yourself. Consider third-party SAM tools for cross-checks.
Fix obvious gaps: Clean up SAP user accounts (remove duplicates, inactive users) and ensure each integration has license coverage. If you find an unlicensed interface, address it now.
Educate stakeholders: Require that any new project involving SAP data go through a license compliance review. No new interface or API integration should launch without ITAM approval.
When an SAP audit is underway, don't take findings at face value:
Cross-check counts: If SAP's tools report 20,000 documents created via a certain interface, verify against your own logs or database records. Ensure the number aligns with what your IT systems show.
Clarify what counts: Ensure the audit only tracks relevant events (documents created by external systems, not internal or read-only access). If data reads are being counted as transactions, challenge it.
Double-check submissions: Ensure any self-reported data provided to SAP is accurate. Triple-check figures before sending. Mistakes in your data submission can directly increase your exposure.
| Pitfall | How to Mitigate |
|---|---|
| Vague contract terms — Indirect use isn't clearly defined, allowing broad interpretation in audits | Include precise definitions for indirect usage and Digital Access. List known interfaces and how they're licensed. |
| Underestimating document volume — Licensing too few documents leads to compliance shortfalls | Monitor document counts continuously. License a buffer of extra capacity and review usage regularly. |
Treat audit findings as a starting point for negotiation, not as a final bill:
Leverage SAP's offers and upcoming deals: Ask about special programs (like Digital Access Adoption Program discounts) and try to fold any needed license purchases into larger deals such as an S/4HANA migration or renewal. SAP is more likely to offer deep discounts when resolving compliance issues as part of a new sale.
Escalate if needed: If you reach an impasse with auditors, involve your SAP account executive or higher management to seek a fair resolution. Emphasize the long-term partnership and obtain any settlement in writing.
When you disagree with SAP's audit conclusions:
Get SAP's position in writing: For any contentious point, ask SAP to cite the exact contract clause backing their claim. This clarifies if they're stretching definitions and gives you written evidence.
Consult legal experts: Have legal experts review the contract — if terms are vague, you may have leverage. Independent SAP licensing advisors can share how others resolved similar disputes.
Aim for settlement: Rather than a legal fight, suggest a compromise: buy some licenses on acceptable terms and insist on updated contract language to prevent recurrence.
| # | Action | Detail |
|---|---|---|
| 1 | Identify Indirect Usage | Compile a comprehensive list of third-party systems, integrations, and external user scenarios that interact with SAP. |
| 2 | Measure Your Exposure | Use SAP's tools and/or third-party tools to estimate Digital Access document counts. Monitor regularly. |
| 3 | Resolve Easy Gaps Now | Fix what you can before any audit — assign licenses to unlicensed interfaces, clean up user lists, purchase document packs if needed. |
| 4 | Establish Audit Team & Process | Define roles (ITAM, IT, procurement, legal) and procedures for engaging with SAP auditors. |
| 5 | Plan Your Negotiation Stance | Anticipate worst-case scenarios. Pre-approve internal guidelines (budget limits, concessions) so you can act quickly if an audit hits. |
It refers to SAP transactions triggered indirectly by external systems or users. For example, if a customer creates a sales order through a web portal within SAP, that constitutes digital access. SAP counts specific document types (orders, invoices) — viewing data without creating records typically doesn't count.
Possibly. Named-user licenses cover people directly logging into SAP, but they don't automatically cover external systems creating SAP data. Unless your contract has a special clause, you likely need to license indirect use separately.
Run SAP's Digital Access evaluation tool internally to count documents created by external systems. Also review interface logs (e.g., how many orders your website sends into SAP). This establishes your baseline for planning.
First, verify SAP's findings — challenge errors or over-counting. SAP usually prefers a negotiated settlement. You can offer to buy needed licenses on better terms rather than paying full list price. Demonstrate willingness to resolve on fair terms, backed by data.
It greatly reduces it. RISE includes digital access rights, so typical integrations won't incur extra charges. But if you're still on traditional on-premise licensing, you remain fully exposed to indirect access rules until you transition.
Yes. SAP auditors can assess penalties covering the entire period of non-compliance, plus maintenance fees on those unlicensed components. This is why proactive assessment and remediation is far cheaper than waiting for an audit.
Ask SAP to cite exact contract clauses backing each claim. Have legal experts review vague terms — ambiguity may give you leverage. Aim for a negotiated settlement rather than litigation, and insist on updated contract language to prevent recurrence.
Absolutely. Independent SAP licensing advisors have experience with hundreds of audits and can identify over-counting, negotiate better settlement terms, and ensure your rights under the contract are fully exercised.
This article is part of our SAP Digital Access pillar. Explore related guides:
Redress Compliance has helped hundreds of Fortune 500 enterprises — typically saving 15–35% on renewals and new deals.
100% vendor-independent · No commercial relationships with any software vendor